Job Descriptions & Pay
Current as of: 3/12/2014 11:10:11 AM
|Class Title:||ADMINISTRATIVE SECRETARY|
|Salary Schedule:||Approved Arizona Law Enforcement Merit System Council Salary Schedule|
|Summary Statement:||Responsible for a wide variety of duties word processing, preparing minutes, reports and correspondence, maintaining accurate and detailed records and files, greeting visitors, telephone reception and scheduling appointments and meetings. Performs related duties as required. This is a competitive classification.|
|Essential Functions:||(not intended to be all inclusive)
1. Prepares typed copy (e.g., correspondence, minutes, memoranda, briefs, agendas, contracts, reports, etc.) from written or oral information in order to produce error free documents.
2. Screens incoming telephone calls in order to provide assistance or refer call to appropriate staff member.
3. Composes correspondence from rough draft and transcription tapes regarding a wide variety of subjects.
4. Enters information (e.g., investigations, evaluations, call signs, inventory, etc.) into a computerized tracking system in order to originate, update, reconcile, transfer and track data.
5. Researches purchase options and/or payment information in order to purchase necessary supplies and equipment, complete forms, reconcile errors and ensure accuracy of document information.
6. Manages assigned unit's mail; screens incoming correspondence in order to refer correspondence to appropriate staff member for response and prepares unit's outgoing mail for pick-up.
7. Greets visitors (e.g., Department personnel, other state or law enforcement agency personnel and the general public) in person in order to provide assistance or refer to appropriate staff member.
8. Reviews and proofreads a variety of information to ensure accuracy of information, consistency with administrative policy, format, and working and grammatical correctness.
9. Gathers and summarizes data for briefs, reports, and correspondence from computerized tracking system and manual files in order to provide accurate information.
10. Queries Electronic Mail System (EMS) and/or Lotus Notes in order to obtain information for section personnel.
11. Assesses whether callers and/or visitors should have access to information being requested in order to ensure that confidential information is disseminated to authorized persons only.
12. Orders offices supplies, repair services, plaques and awards; tracks and picks up orders.
13. Processes time and activity records for district, section, bureau or division to ensure timely entry of records of time worked and activities performed by employees.
14. Establishes, updates and maintains manual filing systems and computer software programs (e.g., databases and spreadsheets) to track information (e.g., encumbrances regarding budget, grants, appropriated funds, subpoenas, property/evidence disposition authorizations, reports and correspondence, equipment usage, meetings, assignments, supplies, etc.).
15. Remains current on modern office and job-specific procedures through job-related training courses in order to apply appropriate methodologies.
16. Prepares various forms and requests (e.g., PARs, purchase requisitions, travel requests, etc.).
17. Schedules meetings and appointments for administrator/section personnel in order to ensure availability, prioritize schedules and avoid scheduling conflicts.
18. Transcribes reports, minutes, search warrants, correspondence, affidavits, interviews, etc. from dictation tapes in order to provide written information.
19. Assists unit personnel in the use of computer software/hardware and forms.
20. Processes cycle and quarterly overtime for assigned work unit.
21. Explains time and activity, overtime and industrial leave policies in order to coordinate work functions and provide information for employees.
22. Prepares/distributes bulletins and newsletters regarding a wide variety of subjects.
23. Responds to public record requests in order to accommodate attorneys, law enforcement officials, subpoenas and media in accordance with public record guidelines.
24. May direct and review the work of or supervise district/section personnel to ensure that assigned tasks are completed accurately and in a timely manner.
25. Prepares and coordinates payment of billings to companies who use the services of off-duty officers.
|Knowledge, Skills, & Abilities Required:||Knowledge of:
1. business English, spelling, grammar and punctuation required to produce and proofread simple written documents.
2. modern office practices, procedures and equipment required to perform office functions in an efficient manner.
3. records management systems (both automated and paper files) to ensure accurate maintenance of files and ease of retrieval.
4. basic accounting principles required to reconcile and balance financial records.
1. the use of computer software programs.
2. the use of computer keyboard devices.
1. organize, prioritize and perform multiple tasks to complete job functions in an orderly, efficient manner.
2. greet visitors in person in a courteous, professional and efficient manner.
3. work independently with minimal supervision.
4. establish and maintain effective working relationships with those contacted in the course of assignment.
5. effectively communicate orally and in writing for the purpose of obtaining and disseminating information.
6. read, comprehend, and interpret complex written materials.
7. understand written and verbal instruction to complete assigned tasks accurately.
8. calculate mathematical problems involving addition, subtraction, multiplication and division of moderate difficulty.
9. perform detailed work with a high degree of accuracy.
10. work within stringent deadlines.
11. exercise good judgement in safeguarding confidential or sensitive information.
12. take/transcribe minutes, letters, memos, etc. to provide written documentation of information.
13. answer incoming calls in a courteous and professional manner.
WORKING CONDITIONS/PHYSICAL REQUIREMENTS:
|Minimum Qualifications:||Requires three (3) years of increasingly responsible secretarial experience; OR 60 semester hours (or equivalent quarter hours) from an accredited college or university and one (1) year of increasingly responsible secretarial experience.
Must type a minimum of 60 net words per minute.
Progression to the next pay level/step requires an overall performance rating of at least "Standard" in the last 12 months.
Must successfully complete the examination process.
FLSA Status: Non-Exempt
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